Moving between departments on the managed staff desktop
Use this checklist to help plan for staff moving between two departments using the managed staff desktop
This guidance is written for managers and employees who are moving between two departments that both use the managed staff desktop.
Staff mover processes are not generally needed for staff moving between roles within the same department.
For staff moving from another department where they have not previously used the managed staff desktop see New starter set up on the managed staff desktop.
Plan early
It's a good idea to start planning for staff moves at least a month before their start date. If you plan to order a new PC or laptop for them then allow an extra month for lead time.
University Card
A valid University Card with correct affiliations is essential for accessing most IT facilities. The line manager in the department that the employee is moving to should contact the University Card Office to update the department affiliation and expiry date.
User registration / desktop login
The line manager in the department that the employee is moving to should send us details of their new member of staff using the Managed Desktop Service New User Account form. We will update the account ready for them to move.
You can also use the web form to tell us if an existing PC is being handed on, and what network file access is needed.
If your new member of staff is bringing a laptop from their previous role then please use the Additional Information area of the web form to tell us about this, including the asset number of the laptop. We will register the laptop on the new office network.
Important notice
Staff movers will automatically lose access to their old department drives and other resources. If the new role is a joint appointment, or access to the old department drives needs to continue then please send full details to the service desk instead of completing the new user account form.
New desktop / laptop
If you need a new PC (desktop or laptop) then you can review the current models in our Managed staff desktop hardware catalogue and submit a Supported IT equipment purchasing form with details of what you want. If you are ordering with less than one month's notice then please check with us on supplier lead times.
Licensed software
Bespoke and licensed software can be requested using the Managed Desktop Service Application Installation form. Please ensure that you can provide details of any software licenses and that these have not been allocated to any other user.
Remote desktop service
Staff who haven't used the remote desktop service previously can register using our remote desktop service request form at any point after their user account has been created.
Where remote desktop service access needs to be transferred to a new department, either the old or new line manager should complete a remote desktop service request form, supplying the cost centre and line manager of the new department.
For staff who will no longer require access to the remote desktop service, the old line manager should complete a remote desktop service request form to request removal of access.
Business systems access
Do remember to contact other service units to set up, update or remove access to key business systems including Oracle Financials, PeopleXD, Student Systems and DARS.
A departmental email address will automatically be assigned once the University Card form has been processed by the University Card Office.
Calendar, Teams, OneDrive, SharePoint and other Office365 apps
You can include your new member of staff in meeting invitations, add them in Teams and share resources with them in OneDrive and SharePoint as soon as they are listed in the Outlook address book. They do not need their new department email address at this stage.
Mail lists
Once your new member of staff is listed in the Outlook address book with their department email address you can subscribe them to departmental mail lists using the mail list web interface.
If your member of staff is coming from another department it might be worth asking them to review their mail list subscriptions (see mail list subscriptions) and unsubscribe or request removal from any that no longer apply.
Getting ready
Most of the IT set up that you need will be arranged by your new manager. If you have any special requirements, including assistive technology, then please let your manager know as soon as possible so this can be arranged. It would also be a good idea to review the following IT policies and guidance:
- University of Oxford ICT Regulations
- Data privacy and information security training
- Information security guidance
- How to connect to eduroam WiFi
University Card
You will need a valid University Card with correct affiliations to access most IT facilities. Please contact your new manager to ensure that they are arranging to update your department affiliation and expiry date.
User registration / desktop login
Your new manager will request an update of your access to the managed staff desktop. Your login will remain the same, but the network files and applications you have access to may change.
Your personal settings including desktop background and icons, and home drive files, will be preserved when you move.
New desktop / laptop
Your new manager will make arrangements for any new equipment that you need. If you are asked to choose a desktop or laptop then you can review the current models in our Managed staff desktop hardware catalogue.
Your old manager will normally request return of any equipment, including laptop, that you used in your previous department. It would be a good idea to remove any personal files in good time to return it.
Licensed software
A wide range of core software is pre-installed on managed staff desktops. Additional software is available by running the Oxford Applications Installer. Bespoke and licensed software can be requested using the Managed Desktop Service Application Installation form. Please ensure that you can provide details of any software licenses and that these have not been allocated to any other user.
Remote desktop service
You can register using our remote desktop service request form at any point after your user account has been created.
If you already have access then check whether this should continue with your new line manager, and submit updated cost centre information using our remote desktop service request form.
If you no longer require access then you can request that this is removed using our remote desktop service request form.
Business systems access
You may need to contact other service units to set up, update or remove access to key business systems including: Oracle Financials, PeopleXD, Student Systems and DARS.
A departmental email address will automatically be assigned to your existing email account once your University Card has been created or updated by the University Card Office.
Calendar, Teams, OneDrive, SharePoint and other Office365 apps
Colleagues in your new department will be able to include you in meeting invitations, add you to Teams and share resources with you in OneDrive and SharePoint.
Mail lists
Your new manager will subscribe you to any important departmental mail lists, and your old manager may remove you from lists relating to your previous department.
You can review your mail list subscriptions at any time and unsubscribe or request removal from any that no longer apply.
Get support
If you cannot find the solution you need here then we have other ways to get IT support
